EMPLOYEE FIRE AND LIFE SAFETY: Developing a Preparedness Plan and Conducting Emergency Evacuation Drills The following excerpts are taken from the book Introduction to Employee Fire and Life Safety, edited by Guy Colonna, © 2001 National Fire Protection Association. EXCERPTS FROM CHAPTER 3: Quick Tip Developing a Preparedness Plan To protect employees from fire and other emergencies and to prevent Jerry L. Ball property loss, whether large or small, companies use preparedness plans Fire is only one type of emergency that happens at work. Large and (also called pre-fire plans or pre- small workplaces alike experience fires, explosions, medical emergen- incident plans). cies, chemical spills, toxic releases, and a variety of other incidents. To protect employees from fire and other emergencies and to prevent property loss, whether large or small, companies use preparedness plans (also called pre-fire plans or pre-incident plans). The two essential components of a fire preparedness plan are the following: 1. An emergency action plan, which details what to do when a fire occurs 2. A fire prevention plan, which describes what to do to prevent a fire from occurring Of course, these two components of an overall preparedness plan are inseparable and overlap each other. For the purposes of this discus- sion, however, this chapter subdivides these two components into even smaller, more manageable subtopics. OSHA REGULATIONS uick ip Emergency planning and training directly influence the outcome of an Q T emergency situation. Facilities with well-prepared employees and Emergency planning and training directly influence the outcome of an well-developed preparedness plans are likely to incur less structural emergency situation. damage and fewer or less severe employee injuries. The following Excerpts from Introduction to Employee Fire and Life Safety 1 © 2001 National Fire Protection Association Employee Fire and Life Safety Developing a Preparedness Plan OSHA regulations provide guidance to employers as they create pre- paredness plans and work toward making workplaces safe. Emergency Action Plan OSHA’s regulations for an emergency action plan are covered in OSHA standard 29 CFR 1910.38, Employee Emergency Plans and Fire Prevention Plans. OSHA states that the emergency action plan covers the “designated actions that employers and employees must take to ensure safety from fire and other emergencies.” OSHA requires that employers record emergency action plans in writing unless there are 10 or fewer employees. If there are 10 or fewer employees, the em- ployer may verbally communicate the plan. The employer is required to review the emergency action plan with each employee at the following times: ■ When the plan is developed ■ When the employee’s responsibilities or designated actions under the plan change (Employees who are assigned additional or increased responsibilities must review the plan at each change to see how the change affects their actions. For example, an employee who is promot- ed to shift supervisor needs to study the plan to determine additional responsibilities for the supervisor.) ■ Whenever the plan changes (The plan changes to reflect new pro- cesses or equipment. For example, if plastic pallets replace wooden pallets in a storage facility, the emergency action plan would be changed to reflect the new storage arrangement and to provide a new exit diagram that reflects the revised storage arrangement.) An OSHA-based emergency action plan includes the following regulations: Emergency Escape Procedures and Emergency Escape Route Assignments. To ensure that all employees understand the general procedures to be followed, the plan must document procedures, such as equipment to shut down or suppression efforts, and the escape route to be followed by each specific facility location (see Figure 3.1). Procedures for Employees Who Remain on Site after the Alarm Sounds. Sometimes, depending on the type of operation involved, certain employees will remain behind to shut down special equipment before they evacuate the building. An employer might assign employ- ees to shut down various process equipment to limit further damage to the equipment or to reduce potential hazards such as those from flowing liquids or gases under pressure. Excerpts from Introduction to Employee Fire and Life Safety 2 © 2001 National Fire Protection Association Employee Fire and Life Safety Developing a Preparedness Plan FIGURE 3.1 Exit Diagram Procedures to Account for Employees. The emergency action plan should include procedures for accounting for all employees after an emergency evacuation. It is important to know that everyone got out. For example, fire wardens often check all offices and rest rooms dur- ing an emergency evacuation. Rescue and Medical Duties. Emergency action plans should indi- cate which employees are responsible for rescue and medical duties, and the plan should define what those duties are. Procedures for Reporting Emergencies. The emergency action plan should outline the preferred means of reporting fires and other emer- Quick Tip gencies. For example, depending on the facility, employees may dial Depending on the facility, employees may dial 911, dial an in-house 911, dial an in-house emergency number, or pull a manual fire alarm. emergency number, or pull a manual fire alarm. Contacts for Further Information. The emergency action plan should include the names of employees who can be contacted for fur- ther information or for an explanation of duties under the plan. Alarm Systems. The employer should establish an alarm system. If Quick Tip the alarm system is used for alerting the fire brigade members (the in- If the alarm system is used for alerting house fire-fighting team) or for other purposes beyond notifying em- the fire brigade members (the ployees, then a distinctive signal should be used for each purpose. For in-house fire-fighting team) or for example, a long horn blast followed by three short horn blasts could other purposes beyond notifying employees, then a distinctive signal indicate an exterior fire emergency, and a siren could indicate a tor- should be used for each purpose. nado or severe weather warning. Excerpts from Introduction to Employee Fire and Life Safety 3 © 2001 National Fire Protection Association Employee Fire and Life Safety Developing a Preparedness Plan Evacuating the Premises. The emergency action plan should indi- cate the types of evacuation that employees are to use during an emer- gency. For example, an exterior fire emergency could be indicated with a distinct signal for each of the following: ■ Evacuate the building to safe area ■ Evacuate specific plant area ■ Evacuate all employees from entire plant Training of Personnel. OSHA requires that employers designate and train certain personnel to assist in safely evacuating employees during an emergency. Such trained employees are often called fire wardens. Fire Prevention Plan Quick Tip OSHA requires that a written copy of the facility’s fire prevention plan A written copy of OSHA’s fire be kept in the workplace and be made available for employees to prevention plan must be kept in the review—for example, posted on a bulletin board in a common area workplace and be made available for (see Figure 3.2). For organizations with 10 or fewer employees, a writ- employees to review. ten plan is not required; the employer can communicate the plan ver- bally to employees. The employer is required to review with each employee the parts of the plan that are specific to that employee’s abil- ity to protect himself or herself in an emergency. OSHA’s fire preven- tion plan includes the following components: List of Major Workplace Hazards. The fire prevention plan should include a list of the major workplace fire hazards and their proper handling and storage procedures, potential ignition sources (e.g., welding, smoking, and others) and their control procedures (e.g., per- mits), and the type of fire protection equipment or systems that can control a fire involving them. Personnel Responsible for Maintenance. Included in the plan should be the names or regular job titles of the personnel who are re- sponsible for the maintenance of equipment and systems installed to prevent or control ignitions or fires. Personnel Responsible for Fuel Source Hazards. The fire preven- tion plan should include the names or regular job titles of the person- nel who are responsible for the control of fuel source hazards. Housekeeping. The OSHA-based fire prevention plan requires em- Quick Tip ployers to control the accumulations of flammable and combustible The fire prevention plan should waste materials and residues so that they do not contribute to a fire include the names or regular job titles of the personnel who are responsible emergency. For example, a company may establish a limit on how for the control of fuel source hazards. much of a specific flammable or combustible liquid is stored on site. Excerpts from Introduction to Employee Fire and Life Safety 4 © 2001 National Fire Protection Association Employee Fire and Life Safety Developing a Preparedness Plan FIGURE 3.2 Employees Reviewing Posted Fire Prevention Plan on a Plant Safety Bulletin Board Housekeeping procedures are included in the written fire prevention plan to specify the limits that have been established for routine use Quick Tip amounts of potential fuels, such as flammable and combustible liq- Employers must make employees uids, and for waste or residual materials. aware of the fire hazards of the materials and processes with which they work. Training. Employers must make employees aware of the fire haz- ards of the materials and processes with which they work. (Chapter 4, “Employee Fire and Life Safety Training,” describes some of the train- ing techniques employers use.) Maintenance. The employer must regularly and properly maintain the equipment and systems installed on heat-producing equipment to prevent the accidental ignition of combustible materials and these maintenance procedures must be included in the written fire preven- tion plan.